PRACTICE OPERATIONS SPECIALIST - HYBRID

Allegheny Financial Group; Pittsburgh, Northern (Allegheny County, KY); Hybrid; USD 50,000 - 70,000; Full time

Benefits offered by this job

Medical insurance (2 plan options)

Dental insurance

Vision insurance

Life insurance

Disability insurance

Flexible spending accounts (FSA)

Paid time off

401K plan with planning tools

Wellness program

Free parking for onsite days

Job summary

Allegheny Financial Group is seeking a Practice Operations Specialist to support advisors and teams with documentation, workflow coordination, and meeting preparation. This dedicated operations role focuses on maintaining CRM data integrity, processing documents, and ensuring seamless client service in a fast-paced financial services environment.

The position supports a hybrid schedule, requiring at least two days per week in the Pittsburgh office and remote work the remainder of the time.

Qualifications

• Minimum of 2 years in financial services or similar operations role.
• Associate or Bachelor's degree preferred, or equivalent combination of education and experience.
• Strong attention to detail and ability to manage multiple priorities.
• Experience using CRM and document management systems.
• Strong organizational, communication, and time management skills.
• Proficiency with Microsoft Office Suite (Outlook, Excel, Word, Teams).
• Ability to maintain confidentiality and exercise sound judgment.

Responsibilities

• Prepare client meeting materials, reports, and supporting documentation.
• Coordinate scheduling and logistics for client case meetings and implementation meetings.
• Monitor advisor calendars and ensure operational readiness for upcoming meetings.
• Prepare reports and documentation for electronic, mail, and in-person delivery.
• Prepare applications, forms, contracts, proposals, and onboarding documents.
• Review documentation for accuracy and completeness.
• Maintain and update CRM records and perform ongoing data quality reviews.
• Track onboarding activities and proposal workflows.
• Generate internal reports and respond to information requests.
• Process requests for statements, tax forms, and other financial documentation.
• Assist with workflow monitoring and operational processing activities.
• Coordinate the secure transmission of documentation with accountants, custodians, and external business partners.
• Support internal workflows related to client service requests and operational processing.
• Route documentation and requests to appropriate team members for review, processing, and follow-up.

Skills

Attention to detail

Time management

Communication skills

Confidentiality

Multi-tasking

Organizational skills

Education

Bachelor's degree preferred

Tools

CRM software

Document management systems

Microsoft Office Suite

Job description

Description

We're seeking a Practice Operations Specialist to join our experienced financial planning team. In this role, you'll play a critical part in supporting advisors and team members by managing documentation, coordinating workflows, preparing meeting materials, maintaining CRM data integrity, and helping ensure a seamless client service experience.

This is an excellent opportunity for an operations professional who enjoys working in a fast‑paced environment and wants to build a long‑term career in financial services operations. You'll be part of a highly experienced team dedicated to delivering exceptional client service through operational excellence and collaboration.

This is a dedicated operations role with no client advisory responsibilities and no expectation of transitioning into a Financial Advisor position. The position follows a hybrid schedule, with at least two days per week in our Pittsburgh office and the remainder remote.

Practice Operations Support

• Prepare client meeting materials, reports, and supporting documentation.
• Coordinate scheduling and logistics for client case meetings and implementation meetings.
• Monitor advisor calendars and ensure operational readiness for upcoming meetings.
• Prepare reports and documentation for electronic, mail, and in-person delivery.

Operations, Documentation & Data Management

• Prepare applications, forms, contracts, proposals, and onboarding documents.
• Review documentation for accuracy and completeness.
• Maintain and update CRM records and perform ongoing data quality reviews.
• Track onboarding activities and proposal workflows.
• Generate internal reports and respond to information requests.
• Process requests for statements, tax forms, and other financial documentation.
• Assist with workflow monitoring and operational processing activities.

Partner & Workflow Coordination

• Coordinate the secure transmission of documentation with accountants, custodians, and external business partners.
• Support internal workflows related to client service requests and operational processing.
• Route documentation and requests to appropriate team members for review, processing, and follow-up.

Requirements

• Minimum of 2 years of experience in financial services, wealth management operations, banking operations, practice administration, or a similar operations-focused role.
• Associate or bachelor's degree preferred, or an equivalent combination of education and experience.
• Strong attention to detail and the ability to manage multiple priorities effectively.
• Experience using CRM and document management systems.
• Strong organizational, communication, and time management skills.
• Proficiency with Microsoft Office Suite, including Outlook, Excel, Word, and Teams.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.

What AFG Offers

• A comprehensive benefits package that includes medical (2 plan options), dental, vision, core and buy-up life insurance, short and long-term disability coverage and company funded flexible spending accounts.
• Generous paid time off program.
• A best-in-class 401K plan with online planning and reporting tools.
• Wellness program with additional time off rewards.
• Easily accessible office with free parking for onsite days.

Allegheny Financial Group, is an SEC-registered investment advisory firm that offers clients guidance in every aspect of their financial life, including financial planning, portfolio management, market analysis, risk management, and business and estate planning. As a firm that pioneered financial planning in Pittsburgh, Allegheny has earned clients' trust for over 49 years with a high degree of personal attention combined with specialized knowledge, an integrated team-based approach, and first-class market research. For more information, go to Allegheny Financial Group